Notes on a business writing course.

Readers

• Skim and scan looking for whats important for them
• Readers want to find what they need right away, 5 seconds
• Readers want to make decisions, what is the purpose?

What is the purpose of a text?

• Benefits
• Steps
• Recommendations
• Risk

What is good writing?

• Quick: Information designed for speed
• Organized
• Easy: to find and understand

Structure

1. State purpose:
   • Clearly stated subject line
   • Signal word (e.g. procedure, request for, warning about, proposal to, …)
   • Do, why, know
2. List key points:
   • Support purpose
   • Provide more information
   • Start with a verb
   • Write “headline style”
3. Expand key points
   • only if needed
4. Restate purpose
   • if text is long, no new information
   • contact information if needed

Revise

1. Clear
   • Follow Structure
2. Concise
   • Use lists
   • Use active voice, e.g. staff attended meeting vs was meeting attended by staff
   • Use simple, strong verbs
   • Avoid wordy and redundant phrases, e.g. as matter of fact vs in fact
3. Correct
   • Use auto-correct
   • Don’t trust spell checks

#published